NOTE: To start using and configure the new Staff and Group Planners, please read Understanding The Group Planner and Understanding the Staff Planner. For existing users of the Staff Planner, Transitioning over from the existing Staff Planner to the Group Planner.
The Planner displays capacity and current scheduled services which is particularly beneficial to businesses that offer boarding, overnight and daycare services. The Planner is also helpful to identify which staff/sitters provide services and to identify who is available to accept a service, who has no work assigned to them or is below capacity availability indicated on their planner.
Tip: To allow Staff to edit services from their Planner, enable the Staff Permissions "Can Change My Planner".
Subject to Staff Permissions, there are a number of features and functions that can be accessed directly from the Staff and Group Planners, such as:
- Access a Client Account
- Edit the Scheduled Service
- Access a Client Invoice
- Access a Client Service Order
- View/Edit Client Keys
- Create and Send Service Report
- Check in and Out of a Service
Tip: The Planners can be used as an alternative to the Scheduler or My Dashboard for Staff subject to the appropriate Staff Permissions. The Planners are particularly helpful for Daycare or Boarding businesses to view their daily services, check in dogs as they arrive and check out as they leave, plus produce service reports for feeding back vital information for their clients.
How to Edit Services from the Planners
The Edit Services page allows Admins or Staff with "Can Change My Planner" Permissions enabled, to access and edit numerous features such as a Client Invoices, Service Orders, Client Information Pages as well as editing the existing scheduled service.
Navigation: Scheduler > Schedule > Group or Staff Planner
- Click on the total of Scheduled Services.
Tip:Click the pin to lock dates, filters and jump to buttons to the top of your device to enable scrolling, without losing access to key navigation tools. Click the pin again to unlock and view all of your screen.
Tip:Click the cog to jump to the Company and Planner Settings.
Group Planner
Staff Planner
- Click on the Client's Service Item that requires editing.
The following are descriptions of attributes you can edit on a Service (see screenshot below):
Date
Date service is scheduled.
Service Item
Service item scheduled.
Time
Scheduled service time.
Note: The service time governs which schedule column the service is displayed within. See What are the Schedule Columns and Column View Headings?
Timeframe ± or Time Block
The timeframe defines the window of time the service should be started. For example, if a service should be started no earlier than 15 minutes before the service Time and no later than 15 minutes after the service Time, set the timeframe to 15 minutes. See Service Item Timeframe. If you do set a timeframe for a service AND you set "Show Time" (see below) to "Yes," the timeframe will be displayed in the schedule.
Time Block "edit" allows you to enter a custom time-block (a time block not preset in the drop-down). For example, a client requests a dog walk from 11:00am-12:00pm, but your preset time blocks include 11:00am-1:00pm. Change the time block for these services, by clicking "edit" by the Time Block, entering the custom time block, click "done."
Show Time
Sometimes it is not necessary to display a specific service time. For example, if you walk 4 dogs together over lunchtime, it doesn't usually matter if you start at 12:00 or 1:00pm as long as the dogs are walked during lunchtime. It is important, however, to group the dogs by schedule period to easily see services that can be done together to plan the work day.
Some clients request a specific time, such as a visit at exactly 5pm, so the time needs to display on the schedule. "Show Time" has a default setting ("Show Time Default", in Admin > Settings > Schedule Settings. "Show Time" initially displays the system default, but you can change it for a particular repeat service.
- When "No" is selected, the exact service time is NOT shown in the schedule. Instead the time is only be used to govern which schedule column the service is displayed in.
- When "Yes" is selected, the exact service time shows in the schedule and the time also governs which schedule column the service is displayed in.
Staff
Assigned staff, which updates the impacted staff schedules.
Quantity
Quantity, if there is more than one item. For example, if you charge mileage at $0.50 per mile, select the "Mileage" service item and enter the number of miles traveled in quantity.
Unit Charge
Each service item has a standard charge, calculated according to charge conditions you set. The unit charge can be changed manually when adding a service.
Staff Pay
Each service has a standard Staff Pay rate that you pay your staff. Staff Pay rates are calculated according to Staff Pay Rules you set. This figure can be changed manually when adding a service.
Schedule Ref Override
Replaces "Schedule Ref" on the schedule. For example, if your client has two dogs and their Schedule Ref is "Poppy and Penny" but their repeat service is for Penny only; enter "Penny" in "Schedule Ref Override" to have only "Penny" appear in the Schedule for the service.
Invoice Notes
Notes added to "Invoice Notes" appear on the invoice beside the service description and will be seen by clients.
- Note: If you are adding a range of services, notes added here will be added to ALL services in the range. If you want your note to appear on one service, enter services without notes and use "Edit Services" to add notes to the appropriate services.
Staff Notes
Staff Notes appear (in red) in the admin and staff schedules, and provide a reminder of special instructions. They do not appear on invoices and are not seen by clients.
- Note: If you are adding a range of services, notes added here will be added to ALL services in the range. If you want your note to appear on one service, enter services without notes and use "Edit Services" to add notes to the appropriate services.
Info: Further reading....
Was this article helpful?
That’s Great!
Thank you for your feedback
Sorry! We couldn't be helpful
Thank you for your feedback
Feedback sent
We appreciate your effort and will try to fix the article